Tender Process for Host Institutions - Home bamacuk主办机构-家居bamacuk投标过程

Tender Process for Host Institutions - Home bamacuk主办机构-家居bamacuk投标过程 Tender Process for Hosting the BAM Annual Conference The number of venues expressing an interest in hosting the BAM annual conference has increased with the continued success of the event. To ensure fairness and transparency BAM has implemented a formal tendering process. This process will be overseen by the Membership Services and Conferences sub committee who will present recommended venues to BAM Executive and/or Council for ratification. Any interested institutions or venues should submit an ‘expression of interest’ at least by the end of October two years before the conference (e.g. by October 2011 to host BAM in 2013). By November/ December of the same year (in line with the Council meeting) they should submit a proposal which needs to: , Outline the venue for the conference including the conference dinner nd or , Indicate the possible dates for the conference (currently the conference runs in the 2rd3 week of September). , Indicate who would be the co-chair (alongside the BAM President) and points of contacts for the conference (usually including a dedicated conference or events officer) , Give outline costs for holding the conference (including room hire, catering and equipment costs) , Outline the range of local accommodation available and its price range , Describe accessibility within and around the venue (including any restrictions to wheelchair access, and public transport services) , Indicate possible themes, their rationales, and identify an academic link for the conference , Outline any contributions to be made from the institution (financial or in kind) , Outline a risk management plan. , Existing and likely future support of BAM from BAM members at the institution After an initial shortlisting process one or more institutions or venues will be invited to present in December/ January to members of the Membership Services and Conferences Sub committee. This presentation may well take place at the institution to enable facilities and venue to be viewed. Following the presentation and visit the committee will then reach a final decision. A final decision will be made by February of the following year (e.g. February 2012 to host in September 2013). Please note that it is possible for the response to the tender process to be from either an academic institution or a venue (e.g. a large conference hotel or a conference centre). In the case of a venue we would only expect limited information about the chair or possible themes. However, as the conference is academic in nature we would expect the venue to eventually run the event jointly with a suitable local university in order to ensure academic focus and content. It may be possible for BAM to assist in setting up this relationship if the venue is felt to be appropriate. Ver 5 March 2011 Page 1 Criteria considered by BAM Some of the criteria taken into account by BAM when considering tenders are outlined below. This is not a comprehensive list, but should specific additional criteria be identified these notes will be updated to maintain the transparency of the selection process. Campus vs. non-Campus Based Conferences BAM will consider both types of conference venues. Delegates generally prefer a city centre based event that provides flexibility especially regarding delegates’ free time. The downside can be that the venue is often more expensive to hire. Campus based events can work well depending on the accessibility of local amenities, transport links and whether evening activities and meals can easily be arranged on campus or elsewhere. Requirements of a Venue The main Conference and Doctoral Symposium are held over four days, usually during the second or third week in September. The Doctoral Symposium is on days one and two (usually Monday evening, all day Tuesday) with the main Conference opening on day two (Tuesday evening) with a welcome address and reception. The main Conference sessions take place during days three and four (usually Wednesday and Thursday). In future years, some activities such as workshop sessions and meetings may also take place on day two. Previous conferences have attracted between 500-700 delegates. For the event itself, the following facilities are required: , Auditorium for 400 (welcome address/plenary) , 15-18 lecture theatres/ seminar rooms (full paper presentations) , 13-16 smaller seminar rooms (development ‘round table’ presentations) , Combined exhibition and catering area (20-24 table top stands) (although adjacent areas may be considered) , Conference dinner venue (to seat up to 400) Whether these are all provided by the host institution needs to be determined. All standards of accommodation need to be considered that include a variety of hotels and student accommodation as close to the conference venue as possible. Hosting this major intellectual event provides a real opportunity for the host institution to engage with the local business and management community as well as the opportunity to showcase the school. It should be noted that BAM works closely with the host institution in the planning and organisation of the event, however, BAM retains the right to make final decisions based on its overall direction, delegate expectations and the management requirements for the event. Budget All registration fees and some of the sponsorship fees go to BAM directly. The event is designed to make a healthy profit for BAM and not the institution running the event. The profit from the conference is essential in enabling BAM to fund other key activities including workshops for the members, employing staff and running of the office. Ver 5 March 2011 Page 2 Therefore, in choosing the venue it is important to consider the costs and ability to raise sponsorship. Contracts It is important that a contract is raised and signed between the host institution and BAM which outlines responsibility, underwriting agreement and liabilities i.e. cancellation charges relating to minimum numbers for delegates and accommodation. This should be put in place and signed as early as possible once key parameters for the event are known. Ver 5 March 2011 Page 3